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Summary
This article is intended to assist ET&S staff who have the 'Requestor' role in UShop with the review and approval of UShop purchase Requisitions for computing equipment. It will summarize what to look for on the Requisition, when to approve or send the order back, and include some suggested language for Requisition returns.
How-To
UShop Requestor is the role that allows you to click the "Place Order" button in UShop. This role is typically assigned to team leads.
After an order cart is created, a Shopper (typically a technician or other ETS staff member) may assign the cart to a Requestor in order that it be reviewed for completeness and then placed. For the purposes of this article, we will use an example order cart for one standard USNH model device from Connection.
Task: Review USNH UShop purchase Requisitions for computing equipment and approve or request changes as necessary
Instructions
Step 1 - You (the Requestor) will be notified via email when a UShop cart is assigned to you for review. The email will come from UShop and look like this:
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Step 2 - To access the cart, you may either click the link provided in this email, or log in to UShop and navigate to "Draft Carts". To get there, hover over the "Shop" icon in the left-hand taskbar (the shopping cart), then move to "My Carts and Orders", and finally, click on "View Carts" as shown in the screenshot below:
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Step 3 - Once in the Carts area, find the cart in question and click on the "View" button to the far right to access the cart:
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Step 4 - Inside the cart, there are several areas you will want to review for accuracy and completeness, as outlined below:
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Area 1 - Available actions on this cart - you may Return Cart from this preview screen, Assign Cart to another Requestor or approver, or Proceed To Checkout so that the order may be placed. Note: Follow instructions below before choosing Proceed To Checkout.
Area 2 - Computer model being purchased - note that there may be several devices on an order.
Area 3 - Line item for AutoPilot enrollment - there should be one AutoPilot enrollment for each Windows computing device ordered (endpoint or tablet)
Area 4 - Cart name - suggested format for the cart name is FirstInitialLastName-TDxTicketID (example: JBrulotte-TDx9999999)
- Helpful Hint to Edit Cart Name: If the cart name is not formatted correctly, you should be able to find the client name and TDx info in the Shopper's comment once in the cart. After gathering this info, you may click back to this cart preview using your browser's 'back' button and edit the cart name, then proceed back to the cart to finish placing the order.
Step 5 - Before proceeding to checkout, review the cart for required items:
- Every endpoint / computing device must have an associated USNH asset tag included on the order
- Note: Asset tags are not currently required for computer peripherals and accessories
- All Windows endpoints / computing devices should include USNH AutoPilot enrollment *OR* AutoPilot preprovisioning (not both)
If either of the required items is missing from any computing device included on the order, return the Requisition to the Shopper using the "Return Cart" button in the upper right corner. Include a note in the resulting pop up requesting that they add the required items to the order and then resubmit for review. See below for Suggested Language for Requisition Returns.
- In our test cart example, the USNH asset tag is missing, so I am sending it back with this note:
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Once you have typed your comment to the Shopper, use the "Return" button at the bottom of the pop up window to send the cart back.
Step 6 - If all required items have been included on the cart, proceed to checkout to review the cart notes to verify that the correct model and vendor have been chosen for the order
- Important: This review cannot be done from the preview screen, as comments from the Shopper are not visible until you are at the checkout screen. If there is a non-standard device or vendor included on the order, there should be an approved Standard Model Exception on file and noted in the business purpose field and/or the cart comments.
Step 7 - Once at the checkout screen, review the items in the cart to ensure that they meet endpoint management standards:
- Vendor must be Connection unless there is an approved standard model exception request on file allowing the purchase through a different vendor
- If it is non-standard, the exception ticket should be noted in the Business Purpose/ Justification field on the cart and/or on the cart Comments tab as seen below:
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This is what the UShop cart comments tab looks like:
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Important: Computing devices must be either USNH-approved standard models (from the USNH standards quicklists on the Connection landing page in UShop):
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*OR* have an approved Standard Model Exception on file - noted in the Business Purpose / Justification field and/or the cart Comments tab with the client name and TDx ticket ID of the approved exception.
Step 8 - If the order does not meet standards (if the vendor is incorrect or the item is nonstandard *without* an approved exception on file), click back to the cart preview screen and return the cart using the steps outlined in Step 5 above.
Step 9 - If the order is correct, includes all of the requisite items, and is either a standard model or has an approved exception request on file for a nonstandard item or vendor, you may place the order using the "Place Order" button in the uppermost right corner of the screen
- Please note: Some institutions may have additional approvals which are required prior to placing technology orders. If you are unsure whether this is the case for the particular order you are reviewing, make sure to check with the Director before submitting an order. If additional approvals are required for the order, you may use the "Assign Cart" button to send the order to the appropriate contact for review.
Outcome
You are now able to review and approve or return USNH UShop purchase Requisitions for computing equipment, based on ET&S guidelines and policy.
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Suggested Language for Requisition Returns
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Good morning <Client Name>,
I am returning this Requisition for corrections, as the computing device on this order is not one of our USNH Standard Computer Models, nor do I see an approved Standard Model Exception on file. All nonstandard computing devices at USNH require an approved Standard Model Exception with a documented business purpose; furthermore, they must be tagged with a USNH asset tag and Windows devices must include USNH AutoPilot enrollment.
Please fill out the Computer and Device Support form here, selecting the 'Standard Model Exception' option, and we will review your request: https://td.usnh.edu/TDClient/60/Portal/Requests/ServiceDet?ID=202
Once your exception has been approved, you may resubmit your order- please make sure to include a USNH asset tag and AutoPilot. If you need any assistance with this process, please feel free to reach out.
Thank you, and have a great day!
<Requestor Name>
USNH ETS Client Services
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This language should be tweaked depending on audience and reason for returning the cart.
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Further Readings
USNH Standard Computer Model Exceptions
USNH Computer and Device Support Request
UShop FAQ's
UShop Procurement Process
UShop Roles
Need additional help?
If you have questions about purchasing or approval of USNH UShop orders for computing equipment, please reach out to your supervisor or a member of the ETS Asset Management team.